Requesting a Meeting via Email: The 4-Step Flow

Asking a business partner, a potential client, or coworkers to meet sounds simple, but sometimes the correct way to do so isn’t especially clear.

A pushy email message may scare them off, while an overly indirect approach might not even register to them as a request.

So, what’s the best method? See below for a free-flowing technique that can be adapted to fit any context…

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1. Greet them & suggest the idea

To start, it is always wise to begin with a relevant subject line and respectful greeting. After the formalities comes the suggestion to meet.

Example:

SUBJECT: Scheduling a discussion

Hello, how are you doing today? I was thinking that it might be a good idea for us to meet and discuss X.

(Replace ‘X’ with a specific topic)

2. Identify a time & place

The meeting will usually occur during regular business hours, but you want to be conscious of time zone differences too. Also, the location can either be in person or over a video call. If virtual, make sure to specify the platform.

Example:

Tuesday morning at 10 AM (EST/CEST/Pacific… Specify your timezone if needed) works well for my schedule. Shall we talk on Zoom?

3. Ask for confirmation & close the email

After laying out the specifics, it is up to them to decide. It can be smart to provide alternative choices and options as well (like a few time slots to select from).

Example:

If that time suits you, please let me know. Otherwise, we can always find another day. Thank you,

4. Put the meeting on your calendar

This last step is easy to forget but totally essential…

Once everything is organized and arranged, set a reminder in your favorite calendar app or scheduling tool. Finally, don’t be late!

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Combining it all together, a message like this is formed:

SUBJECT: Scheduling a discussion

Hello,

How are you doing today? I was thinking that it might be a good idea for us to meet and discuss X. Tuesday morning at 10 AM (specify your timezone!) works well for my schedule. Shall we talk on Zoom?

If that time suits you, please let me know. Otherwise, we can always find another day.

Thank you,

I hope you found this guide interesting. Please let me know in the comments if you have doubts or questions and I will be glad to answer!

Daniele